occupational health and safety guidelines. What are Policies and Procedures? Take a look to see the recommended sample policies that don't sap employee spirits and steal their lives and private time. (d) take the information to your supervisor and ask if it could be a focus of discussion at the next staff meeting? Written policies and procedures are essential to the effective and efficient operations of your programs and organization. Policies communicate the connection between the organization’s vision and values and its day-to-day operations. Some organizations post their own policies online and are free to download. Many questions that workers might ask can be answered by organisational documentation. Allow your staff to contribute to the SOPs and regularly review your processes. Decide how the documents should be destroyed. Not only should you spend time ensuring that the organization of your policies and procedures makes logical sense, you should also make sure that an employee from any department, and any level of management, should be able to find the policies that apply to them within 3 clicks. We feel much more comfortable in the workplace when we know what is expected of us! Often, when businesses start small, they leave things loose and create rules as they go. Policies and procedures should grow and change with your organization, adapting to its needs and industry standards. Most workplaces have committees made up of management representatives and workers to regularly review the policies and procedures of the service. It is a document that formally describes change managementexpectations, processes, and procedures 2. (E.g. That's when it turns to policy-making. How would you act in the following situation? No service wants to hear something that is presented as a criticism. Most community service organisations will have in place policies and procedures that govern and regulate privacy and confidentiality of client information. Julie comes in the next day to find that the staff members on the next shift were not aware of the incident and organised for the two clients involved to move into the same room. Together, policies and procedures provide a roadmap for day-to-day operations. Organizational policies are guidelines that outline and guide actions within an business or agency. There may also be legislative requirements for you and other workers to acquire knowledge about. Policies origina… The important distinction of process is that this conceptual approach views activities through a narrative prism, unlike policy.. a procedure for formalising an agreement between the service and the client if the client is accepted into the service, including obtaining written consent to share information with other relevant agencies or individuals and the nature of the service that will be offered. The contents page shows you everything detailed in the manual, while the extracts give you examples of, Carmen Poldis Community Centre (.doc 29 kB). For example, a staff recruitment policy could involve the following procedures: Why you think it is important for organisations in the CSI to have policy and procedures? 4.4 Document Control. These policies, procedures, and checklists successfully recognize the limits of providing employees proper guidance for appropriate behavior at work and draw a line between that and employee lives outside of the workplace. You are working in a drug and alcohol community education service where you have been employed for a few weeks. The exact types of policies will vary depending on the nature of the organization. It communicates an organisation’s values and the organisation’s expectations of employee behaviours and performance. It communicates to the employees what is considered right and wrong. policy documents, for example, providing services to cultural and linguistic diverse clients (CALD), duty of care guidelines which include confidentiality, and equity and access. 07 Food Services. Ensure that the documents are destroyed on time. personnel practices (staff recruitment, training, holiday leave arrangements, promotions, performance appraisals, supervision), case management procedures (how the agency determines eligibility for the service, assesses client need and individual goal setting to address needs identified), occupational health and safety procedures, delegations (who can make decisions about what, eg approval process for spending money). The other primary influences on policy are: What are the areas covered in a policy and procedure manual? Unlike Procedures, that are made to show the practical application of the policies. All funded services must comply with the Act in order to receive funding and there must be clear guidelines that organisations must follow such as having complaints procedures, assessing clients’ individually and ensuring that clients have an opportunity to make decisions about the service provided to them. and can include policies such as directions, laws, principles, rules or regulations. Policies and procedures should be regularly reviewed in order to ensure they reflect current good practice and legal requirements. If the documents are not destroyed they are legally discoverable if the organization were to be sued. These are employed to protect the rights of company employees as well as the interests of employers. She has recently started her job. You may have been given unclear instructions for a task from your supervisor, and you’re not sure how to go about it or whether it is your responsibility anyway. 9 policies and procedures you need to know about if you’re starting a new security program Any mature security program requires each of these infosec policies, documents and procedures. Some policies may need to be revised on a bi-annual or quarterly basis. To ensure that you are always working within policy and procedures, you need to: The following activity explores the importance of working within organisational policy and procedures. It should lay out in clear language what the purpose is. Always use your job or position description (discussed earlier) as a point of reference. Julie is a disability worker in a respite care facility for young people with a disability. Policy and procedures regarding this issue should contain guidelines about: The more transparent the process from the start, the more likely a service will attract appropriate referrals, prospective clients will be treated equally, clients will have realistic expectations and be empowered to seek the support they need. In other words, it is about ensuring that clients are accepted into the service on the basis of clear transparent eligibility criteria and that they have a clear understanding of what is involved in accessing the service. a clearly defined process for identifying and regularly updating a Community Resource Index so that all workers are aware of what other services are available to refer to (the index contains basis contact details and information about what each service provides), processes for networking with other agencies, including attending relevant interagencies (meetings of local service providers), guidelines for case conferencing (this will be discussed in more detail a bit later), referral protocols, including how referrals should be made, the kind of information that can be shared with other services and any ongoing roles and responsibilities of each service with regard to the client. Procedures are specific, factual and succinct. A policy is a statement which underpins how human resource management issues will be dealt with in an organisation. That means someone is responsible for following it through and developing the policy or protocol, and that there is some time when they need to report back on it. In this learning topic we are focussing on the second type of policy (organisational policy) but you still need to understand the impact of broader government policy on the development of organisational policy. Policies and procedures go hand-in-hand but are not interchangeable. As well, there are legal documents which provide protocols for: CSI services are influenced by two sorts of policy: For example, the NSW Disability Services Act is broad government policy which impacts heavily on policy developed by organisations funded by the NSW Ageing, Disability and Home Care Department. 03 Facility Operations. 06 Classification and Case Management. Firstly, let’s define policy and procedures. Activity: Policy or procedures for monitoring, reviewing and evaluation. The agency is responsible for providing policy and procedural guidelines that support the practice of services. It often plays a positive role in strengthening an organization. One day, she is the only staff member on duty at the house when there is a very unpleasant altercation between two of the residents. Procedures are ways of doing a routine practice, such as finding the quickest way to resolve issues or the most efficient way to … Procedures are more likely to be required to support internal policies. (a) start putting posters all over the room, (b) propose a new policy and immediately start acting on it. However, there will always be situations that arise where there is no clear documentation to guide actions. Policies and procedures must reflect legislation and ethical standards of the community services sector. Clearly defined IT policies and procedures can prevent privacy and data breaches. This page is better viewed with JavaScript enabled. Information needs to be provided in a way that is meaningful to the client. Organizational policies also help your company maintain a degree of accountability in the eyes of internal and external stakeholders. information that will be given to the client about the service, its aims and objectives, client rights and responsibilities and the time frame it will be given in. 3) The security guard must thoroughly check the identity card, photo of the employee, name of the employee and card issuer's signature in the identity card to make sure that he is an employee of the company. Sometimes colleagues might also ask you to do something that may not be your responsibility. For example, translated into different languages or in pictorial form for people with a severe intellectual disability. Procedures are step by step instructions, prescribing an exact sequence of action. As you update and improve your expertise you are gaining new knowledge and skills on good practice based on current service methods. a policy regarding receiving complaints will require a set of procedures detailing how complaints will be handled). Just like societies need laws to create order and common understandings, organizations need policies. All organisations should have written policy and procedures, and staff training in the following areas: For instance, the Supported Accommodation Assistance Program (providing accommodation support for homeless people) outlines its policy in the Case Management Resource Kit for SAAP Services, 1997. If you get the opportunity through a CSI related job or vocational placement, ask to have a look at the policies and procedures manual for the organisation. Employees are required to be informed about these policies and procedures and their legal implications to ensure smooth operations in an organization… It is helpful when designing any human rights plan, policy or procedure, to get input from all parts of the organization. For example, different government departments produce documents that outline legal requirements for their staff in relation to storing and maintaining information. According to the experts, you need to review and update policies at least once a year. These procedures may include equipment upgrades, extensive employee training, or the provision of a cleaner work environment. Policies are made to support the strategies while Procedures are helpful in the implementation of programs. This can vary depending on the nature of the organisation, but may include: Forms are also a part of the policy and procedures manual, Following is an example of a policy and procedures manual from the Carmen Poldis Community Centre. If you have a suggestion about a changed or new policy idea, you should: If the new information is seen as important to act on, make sure there is a ‘who’ and a ‘when’ next to it. How you contribute is very important. This concept not only applies to what you can disclose about your clients or your organisations outside of work, but also what can be shared in network meetings. Consider whether there is a need for clear guidance regarding how the policy will be implemented and by whom. The Change Management Policy document and all other referenced documents shall be controlled. For example, staff are increasingly working alone in a domestic violence service, despite occupational health and safety legislation contradicting this practice. resources available for policy development. If so, we recommend you take several minutes to read on and acquaint yourself with the importance and benefits of written, well-defined Policies & Procedures!why is this important to you? For example, you may learn from reading that there is a better way to provide some aspect of service than your service is presently offering. Add your own device, visitor policy, password policy, se… Organisational policies and procedures for risk management are a set of written steps that will be taken by a company to provide their employees with the least amount of risk when they are performing their jobs. If using this approach care must be taken when copying and pasting another organization’s document. Julie has been busy since starting the job and hasn’t had a chance to learn about the organisation’s policy and procedures. After an IT security event, policies can aid in disaster recovery. 08 Industries. This may be a client handbook or pamphlet, containing information about the staff, the programme, expectations of clients and grievance procedures. All vacant paid positions will be advertised in local and state-wide papers. One of the most critical client-focussed policy and procedures is the policy outlining the process of how clients are accepted into a service. 04 Security. Sometimes, organisations are not well resourced in terms of staff and basic orientation for new workers is hurried and incomplete (called ‘being thrown in at the deep end’). Both of the young people involved have a significant intellectual disability and difficulty in communicating their feelings. Another example is the Equal Opportunity Act, which would influence the development of a policy such as the staff recruitment policy discussed a bit earlier. when there is a change within the legal requirements, eg new Act of Parliament (legislation) or regulations, regularly as part of your service’s annual review and planning time, as new information on good practice emerges. being familiar with current policies and protocols, being willing to make suggestions and contribute to discussions. Simply put, well-written poli… 01 Organization. The Policy demonstrates that the business organization is being operated … You feel anxious and confused about whether this task is your responsibility and how to go about it. Lack of adherence to policy and procedure can cause embarrassing blunders that damage your own professional reputation and even worse, cause harm and unnecessary angst for the clients. when you notice that a policy or procedure contradicts a legal or ethical direction. It is often incorporated into a worker’s duty statement or job description. Organisational policies and procedures. What are some ways that Julie could have found out what the relevant policy and procedure is in relation to this situation? This is to establish the rules of conduct within an entity, outlining the function of both employers and the organization’s workers. These HR policies and procedures are made to prevent lawsuits as far as possible, in case of problems faced as the workplace. Organizational policies and procedures are usually what guide a company. As your organization grows, a policy, process and procedure management system can help organize the growing number of documents you have and streamline the workflow, from policy creation through distribution and employee acknowledgement. The organization’s policy and procedures help to understand the organization’s views and the values of specific issues. There will be times (hopefully not often) when you are unsure about what is expected of you in the workplace. Create a process to review all retained documents and establish their destruction timeline. One of the workers (who has been working in the service for a number of years) asks you to attend an interagency and promote a new education programme coming up. It is designed to ensure any and all changes adhere to this process 3. volunteering to follow things up if others are unable to. Company policies and procedures are an essential part of any given organization. Quality of service delivery is dependent on the responsibility of both the organisation and the worker in following the policies that guide service delivery. In what way could Julie’s knowledge and following of policy and procedure have prevented this unfortunate incident? 02 Information Management. A policy is a course of action or guidelines to be followed whereas a procedure is the ‘nitty gritty’ of the policy, outlining what has to be done to implement the policy. However, there comes a point when an organization needs to coordinate among its members and provide itself with legal protection. Depending on the size of your organization, you may have one document or several documents. Moreover, processes are important. However, it can also have a negative effect on an employee’s conduct. This may take the form of a contract. It states that all information regarding clients will be kept in the filing cabinet for up to 5 years before being archived. Policies reflect the ultimate mission of the organisation. The Policy documentation shall consist of Change Management Policy and related procedures and guidelines. What could you do to determine what action to take? Currying employees are one of the most prominent positions in healthcare. They ensure compliance with laws and regulations, give guidance for decision-making, and streamline internal processes. Vitally important to your business.. coordination/networking with external agencies. The organization’s policies aim to help businesses in many ways. As you review each of the sections keep in mind that the policies and procedures you develop need to be appropriate to your organization and clearly communicated to everyone from the board to the staff. For example, the organisation may have a written policy that staff meetings occur every second Wednesday. Make important procedures such as first-aid and emergency exits clearly visible. You have been reading about a recent new theory that affects the service where you work, and you feel that the service’s policies should change to reflect the current thinking. What information can be shared with other organisations, who shares it and how this information is given out should be clearly defined in any effective, professional service. Version control shall be used to preserve the latest release and the previous version of any document. Julie makes a mental note to mention it to her supervisor when she is next in. In truth, the term process is a very loose and flexible phrase which can be used to describe sweeping overviews or detailed steps. The written documents can vary dramatically depending on the: Working within organisational policy and procedures is not as simple as reading policy and procedure manuals. 4) The face of the employee must be clearly visible for security inspection. 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